What to Buy for a Family Day
A Family Day needs more than food and drinks. Plan for buffet service, outdoor seating, children’s activities and enough cooling to keep everything safe while the programme runs. This shopping list covers the practical items that are easy to overlook, from serving spoons and storage bins to thermos flasks, extension cords and power strips. Check quantities against your final guest list, dietary requirements and the number of activity areas before you shop.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Tablesqty 8
- Chairsqty 70
- Buffet tablesqty 3
- High tablesqty 4
- Coat racksqty 2
Tableware
- Coffee cupsqty 70
- Glassesqty 100
- Platesqty 100
- Soup bowlsqty 70
- Knivesqty 80
- Forksqty 80
- Spoonsqty 80
- Serving spoonsqty 12
- Serving traysqty 8
- Small bowlsqty 16
Kitchen
- Cutting boardsqty 4
- Paring knivesqty 4
- Mixing bowlsqty 6
- Storage binsqty 10
- Thermos flasksqty 4
- Water jugsqty 6
Equipment
- Coolersqty 4
- Refrigeratorsqty 2
- Coffee machinesqty 2
- Kettlesqty 2
- Food warmersqty 4
- Extension cordsqty 4
- Power stripsqty 4
- Bluetooth speakersqty 2
- Microphone
- Power banksqty 3
Decorations
- Tableclothsqty 8
- Buntingqty 6
- Balloonsqty 100
- Balloon pumpqty 2
- Welcome sign
- Name badgesqty 75
- Table numbersqty 8
- Chalkboardsqty 4
Lighting
- String lightsqty 4
- LED lampsqty 8
- Flashlightsqty 4
Sports equipment
- Footballsqty 3
- Volleyballqty 2
- Badminton setsqty 3
- Frisbeesqty 4
- Skipping ropesqty 6
- Conesqty 20
- Ball pit ballsqty 100
- Board gamesqty 8
- Prize ribbonsqty 20
Cleaning
- Waste binsqty 6
- Hand broomsqty 3
- Litter pickersqty 2
- Mopsqty 3
- Bucketsqty 3
- Cleaning glovesqty 6
Catering
- Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Ice tea - 5 bottles
- Sparkling water - 8 bottles
- Still water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Kids' lemonade - 3 bottles
- Ice cubes - 10 bags
- Baguettes - 10 pieces
- Wholemeal bread - 6 loaves
- White rolls - 40 pieces
- Whole grain rolls - 30 pieces
- Mini wraps - 40 pieces
- Butter - 4 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Ham - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Smoked chicken - 1 kilo
- Egg salad - 5 containers
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Bell peppers - 10 pieces
- Lettuce - 6 heads
- Arugula - 4 bags
- Red onions - 6 pieces
- Carrots - 2 kilo
- Corn - 6 cans
- Pickles - 3 jars
- Olives - 3 jars
- Herb butter - 6 tubs
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 3 bottles
- Barbecue sauce - 2 bottles
- Peanut sauce - 3 jars
- Potatoes - 8 kilos
- Rice - 4 kilos
- Pasta - 3 kilos
- Pasta sauce - 8 jars
- Chicken breast - 4 kilos
- Vegetarian burgers - 30 pieces
- Hamburger buns - 70 pieces
- Hot dog buns - 50 pieces
- Hot dogs - 50 pieces
- Vegetarian Sausages - 15 pieces
- Eggs - 30 pieces
- Bacon cubes - 1 kilo
- Grated cheese - 1,5 kilos
- Yogurt - 4 liters
- Vanilla custard - 4 liter
- Whipped cream - 6 cans
- Ice cream - 8 liter
- Brownies - 80 pieces
- Apple pies - 4 pieces
- Cookies - 6 packs
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Tortilla chips - 6 bags
- Mixed nuts - 3 bags
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Strawberries - 3 kilos
- Watermelons - 3 pieces
- Lemons - 10 pieces
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Vinegar - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 6 dispensers
- Disinfectant wipes - 4 packs
Tips
- Count one plate, fork, knife and drinking glass per guest, then add 10% spare for dropped or dirty items. For a group of 50, that means at least 55 of each.
- Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill the first supply before guests arrive and keep extra drinks in coolers.
- Use one serving spoon or utensil for every dish, plus small bowls for toppings, sauces or snacks. Buffet tables become difficult to manage when guests have to share one spoon between several dishes.
- Match your power equipment to the venue before buying or packing it. Count coffee machines, kettles, food warmers and speakers together, then bring enough extension cords and power strips without overloading a single outlet.
- Buy or pack storage bins for leftovers, unused dry goods and game materials. Label food with dietary information and keep fresh produce separate from non-perishable groceries until preparation time.
Frequently asked questions
- How much food and drink do I need for Family Day?
- Plan two to three drinks per person for the first hour and one per person for every hour after that. For food, use your final guest count, allow for dietary requirements, and add roughly 10% extra portions for unexpected guests or larger appetites.
- How many plates and glasses do I need for Family Day?
- Provide one plate and one glass per guest for each serving round, with at least 10% spare. For 40 guests, prepare a minimum of 44 plates and 44 glasses, plus enough cutlery for the same number.
- What equipment is easy to forget for an outdoor Family Day?
- Check cooling, power and serving equipment at least 48 hours before the event. Coolers, water jugs, thermos flasks, food warmers, extension cords and power strips are commonly missed because they are not part of the food shop.
- When should I buy food for Family Day?
- Buy non-perishable groceries and drinks several days ahead, then collect fresh produce one day before the event. Chill drinks at least 6 hours before guests arrive and prepare items with dietary requirements separately.
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